Privacy and your data

What is sent to the AI app#

Only the answers to what you ask for. If you ask "what's on tomorrow?", the AI app gets tomorrow's schedule — not your whole database. It never gets more than you could see yourself in Systemise, and only for the areas you allowed when you connected.

What the AI app then does with that information is governed by its own terms — Anthropic's for Claude, OpenAI's for ChatGPT, Microsoft's for Copilot. Read their terms, and check their settings for things like whether your chats are used for training.

What Systemise keeps#

For each request the AI app makes, Systemise keeps a short log:

• which tool was used (for example, "list jobs")
• who it was for, and which company
• when it happened, and whether it worked

It does not keep what the AI app asked for in detail or what Systemise sent back.

When you use one of the ready-made prompts in the AI app, Systemise keeps the words you gave it (for example, the customer's name you typed), and which records were touched as a result (for example, "Quote 1042"). That is how the office can see why a draft was made.

How your connection is protected#

• The keys the AI app holds are stored in Systemise only as one-way scrambled codes (hashes), so they cannot be read back out, even by us.
• The AI app's access key lasts one hour. It renews itself using a second key that lasts 30 days and is replaced every time it is used. If an old one is ever reused, the whole connection is shut off.
• Each connection works in one company only.

How to stop it#

• Revoke your own connection from Profile → Connected AI apps.
• An admin can revoke anyone's connection, or turn the connector off for the whole company, from Settings → AI Connector.

Revoking stops the AI app straight away. It does not delete what the AI app already has — ask the vendor about that under its own terms.